Ricoh eCabinet Migration to DocuLex Archive Studio Document Management Software
Have the Ricoh eCabinet and not sure what to do if it goes down?
DocuLex has the solution for you!
As many of you may already know, eCabinet development has been discontinued and product support is limited.
Have you made a decision as to what you will replace it with? Consider DocuLex Archive Studio WebSearch and its exemplary support as a replacement to eCabinet.
Archive Studio’s WebSearch document management module provides 100% browser based capabilities from a single server installation, or the optional Cloud based subscription. It is easily customizable to meet the needs of your organization.
Data conversion from the eCabinet to Archive Studio’s WebSearch is proven and painless with our help.
Organizations of all industries are looking for ways to reduce expenses and improve employee productivity. Archive Studio is a natural progression from eCabinet that will improve your information management requirements and workflow.
More about DocuLex Archive Studio
DocuLex Archive Studio provides network-enabled document capture and image processing software, along with browser-based document and content management. The easy to use, browser-based programs were developed for use throughout a business’s operations to capture and enable secure content access from any location with convenience of use that is similar, yet easier, than an Internet search engine. Searches may be performed using document specific metadata descriptions, full text content, as well as date ranges, search history, search lists and saved searches. File indexing accommodates the business process of adding documents via document scanner or electronically generated files. These documents are in need of structured index values for organized filing, searching and records management.
Documents of any file type may be uploaded directly to Archive Studio, indexed (with additional document identifying metadata added remotely if necessary) for native format storage and ease of access. A Replace/Append Meta field function allows a document file’s existing metadata to be replaced or to append new metadata for a specific field, tracking and chronicling all content amendments.
Archive Studio enables colleague collaboration, email archiving and compliance, knowledge management, data mining, workflow and records retention. Archive Studio is easy to use, productive electronic document and content management software for any business environment seeking secure Instant Document Access.
A SOAP based API is a pratical method of integration between document management and line of business applications
A SOAP based API is the standard method of communicating with Archive Studio WebSearch document management software and other line of business applications.
SOAP initially addressed as Simple Object Access Protocol, was developed as a standard to exchange data over the Internet. In other words, SOAP takes the data and shares it via the internet. The data is encoded in an XML format, which has specific rules for encoding and processing. The actual transmission of the XML data is managed by the transport protocol, which is HTTP served by a web server. The combination of the open XML encoding style and the different protocol makes SOAP a better interoperable wired protocol. The original version of SOAP specification was very closely aligned with HTTP. With the release of the 1.1 and subsequent specification, other Internet protocols could be used as transport layers. The transportation protocol locates the remote system and initiates communications. The arrangement of information within the SOAP packet, textual data, should comply with XML specifications. The textual data allows for maximum system compatibility. Having the text in XML allows you to dictate what data content the text should encapsulate. Using XML schemas and namespaces, you can apply rigid data types to remote methods. The XML based protocol defines what is in the message and how to process it. The areas SOAP specification does not address are left to the individual SOAP implementation’s architect to design into a specific implementation. Some advantages of using SOAP are
• SOAP is built upon open technologies, rather than vendor-specific technologies, and facilitates true distributed interoperability.
• Different standards like SMTP, HTTP, JMS can be used in while sending data in SOAP giving the developers better flexibility.
• Changes to the SOAP infrastructure will likely not affect applications using the protocol, unless significant serialization changes are made to the SOAP specification.
Some SOAP features that can impact performance:
• SOAP was initially tied to the HTTP protocol mandating request/response architecture that is not appropriate for all situations. Though different protocols can be used, lot of SOAP implementations still use HTTP.
• The XML format being verbose can slower the SOAP messages if the messages are big
If you compare with other systems such as CORBA, DCOM, or Java RMI, proper runtime environments should be installed; the users system should be configured to accommodate non SOAP systems etc. In some cases it is also needed to reconfigure firewall(s) to allow the system-specific packets to enter and leave local network. In contrast the SOAP protocol is very easy to incorporate as well as very easy to administer.
Whether or not the advantages of using SOAP outweigh the disadvantages will likely depend to a great degree upon the requirements levied upon the architecture. How SOAP is used depends entirely on the problem you are trying to solve. To summarize the three major characteristics of SOAP: Extensibility (New extensions can be easily developed), Neutrality (Usage of different transport protocol such as HTTP, SMTP or even TCP helps the cause), and Independence (having open technologies means SOAP can be used any vendors) makes SOAP a great mechanism for transporting data over the internet
Email Archiving for Preservation and Discovery
Email Preservation
MS-Exchange 2007 and 2010 can seamlessly integrate with Archive Studio’s WebSearch, ensuring you will never lose email again. With unlimited mailbox storage capacity, it is the fastest and most efficient method of finding and managing email. All incoming, internal and outgoing email is captured by WebSearch automatically in real time, with secure end-to-end encryption. Email Archiving can not be easier.
Email preservation from Exchange to WebSearch is covered by using a technology called “enveloping” and use of the Exchange Journaling mailbox.
Archive Studio’s email archiving capability enables you to produce evidentiary-quality email records quickly, with full audit trails on email history.
Web based scanning with WebSearch Document Management software – Test case with a Ricoh MFP connected to a network.
I was pleasantly surprised, this week, when I tested the WebSearch built in web based scanning and indexing feature with a Ricoh copier running on the network. The Ricoh copier (MFP) scanned directly into WebSearch, through the network, as you would expect from a dedicated scanner connected to a desktop with a USB cable. All that was required of the user was a one-time installation of the MFP TWAIN driver into their desktop PC workstation. The driver is supplied by Ricoh and available for download from the Ricoh support driver site. WebSearch is acquired through the browser so there was nothing from DocuLex to install.
The steps to scan and index a document with WebSearch and the Ricoh MFP network connection:
From the WebSearch document management software, select the SCAN icon on the TOOLS menu ribbon. All of the scanning and image correction icons will appear along with the image preview screen and fields for adding meta data values. Select the Scan document icon. A Ricoh message will appear on the preview screen indicating that you should add paper to the Ricoh MFP and then select the green start button located on the MFP panel (same as the copy button). I walked over to the MFP and scanned a very large document. I was able to continue adding more paper to the ADF without interruption or any additional interaction with WebSearch. Once scanning was completed, a Ricoh message appeared on the preview screen asking if the user was finished scanning. Once I selected OK, the entire scanning process was complete. In addition, the scanned images were displayed for me to inspect or correct prior to archiving with WebSearch. The WebSearch web based scanning experience along with the Ricoh MFP was uncomplicated and very simple for any beginner to use. The only thing left for me to do was to add searchable meta data to the indexing form and select the save icon.
When any authorized knowledge worker wants to retrieve that document, all they would need to do is enter one or many matching meta data values or full text content contained somewhere in the body of the document and WebSearch will display the matching document in seconds.
Email Archiving and Email Backup Comparison
Written by David Bailey, September 2011. White Paper is available.
There is some confusion between email archiving and email backups and questions regarding the difference.
Email backups are for disaster recovery and email archiving is primarily for data discovery and email retention policy compliance.
Email backups are generally thought of as insurance in case of a disaster. Email backups require large amounts of time to recover, an available system for recovery, plus the storage space available for a full recovery. Email archiving is specifically designed to quickly and easily meet retention policy and regulatory requirements.
Email archiving allows for a reduction in the primary Exchange email store, plus reduction in storage costs for those expensive fast hard drives. Email archiving offers tamper proof storage and tape backups only record what has not already been deleted from Exchange. Email Archiving prevents data corruption and report data tampering, backups don’t.
What’s possibly the most important benefit to email archiving is the ability to immediately execute quick searches on all email content and any word or phrase in attachments or file names. Virtually, anything can be easily found in an email archiving solution that offers robust discovery search tools. Once discovered, messages can be opened with their native application, placed on legal hold or arranged in temporary working space for collaboration with authorized knowledge workers.
Keep in mind that email and attachment data is one of the primary data stores for understanding what goes on in your organization internally, with customers, suppliers and other related associates.
DocuLex is proud to be a recommended supplier for all employees of Allstate and its affiliate companies as a Document Management Software Solutions provider. Allstate offices and employees use this database to find information about supplier businesses as part of their sourcing process and to facilitate timely processing of supplier payments.
